Fitness_Instructor_Service_PWS_04_October_2018.pdf

PERFORMANCE

WORK

STATEMENT

For

RAF Lakenheath Fitness Instructors Services

04 October 2018

Table of Contents

Section Number and Title

Page Number

1. Description of Services 3

2. Performance Requirements Summary 5

3. Government Furnished Equipment 6

4. General Information 6

5. Contractor Personnel 7

6. Performance Management 8

7. Security Clearances 9

8. Definitions 9

1. Description of Services

The contractor shall provide suitably qualified management and staff in order to render the fitness instructor service for RAF Lakenheath’s fitness program. Instructors will provide safe, effective, and fun aerobic workouts as scheduled by the Fitness Program Director. Specialized instruction(s) will be taught according to standards and directives of the instructors’ certification. Under no circumstances will an instructor teach a class in which he/she is not properly certified.

1.1 RAF Lakenheath Fitness Program: The contractor is required to staff all scheduled core classes. Only suitably qualified fitness instructors are to be provided and each instructor’s certification(s) must directly correspond with the class type scheduled. Required to provide the Fitness Center a monthly instructor schedule who is schedule to teach which class. For quality assurance purposes, the contractor will conduct quarterly evaluations on all active instructors and supply results to the Fitness Program Director.

Core Classes: During Fitness Center manned hours:

Mornings Mon, Wed, Fri HIIT Lunchtime, Evening Mon, Wed Yoga/Pilates Lunchtime Fri Power Stretch Evening Mon Total Body Conditioning Evening Mon, Tue Indoor Group Cycle Evening Mon, Tue Zumba Evening Mon Strong by Zumba

These are subject to change and any change will be liaised prior.

The scheduled class format:

a. HIIT (High Intensity Interval Training) will comprise of a suitable warm-up preparing the body for the main portion of class that uses interval of either high intensity exercise and rest/recovery or moderate-high intensity exercise and active recovery time. Exercises will target muscular and cardiovascular endurance; the goal is total body fitness. Focus on training to improve stamina and speed for the AF walk/run test by training the main muscles responsible for good posture and balance/stabilization. HIIT will also target strength for push-ups and sit-ups for the Air Force Fitness Test. For safety and good practice, each training session is to be followed by a cool down.

b. Indoor Group Cycle Class will comprise of a suitable warm-up to prepare the body, followed by various combinations of stationary cycle terrains. The primary aim of this class is to improve overall aerobic fitness, however some anaerobic training may be involved. If anaerobic training is offered, clear and easy to follow instructions must be given to the students. All cool downs and stretches will all occur on bikes, regardless of the type of training.

c. Power Stretch Class will provide suitable warm-up/preparation of muscles, followed by flexibility stretching. This warm-up/preparation may be muscle specific prior to stretching specific muscle groups and repeated for other muscle groups. Total body warm-up/preparation prior to stretches may also be used to improve flexibility. The program design should aim to improve flexibility, movement, and joint mobility. This class may include fascia rolling and or other appropriate self-massages.

d. Strong by Zumba Class will comprise of a warm-up to prepare the body, followed by a program of variable intensity aerobic and body weight strength work in order to provide a total body workout to include an aerobic cool down. If additional push-up and/or sit-up training is required to meet Air Force fitness standards, it may be offered before a final cool down stretch.

e. Total Body Conditioning Class will comprise of a warm-up to prepare body, followed by the primary cardiovascular and muscular endurance section. This class will focus on muscular resistance training designed to improve Air Force push-up & sit-up testing. Additionally, Total Body Conditioning Class will train the main muscles responsible for good posture, balance, and stabilization for everyday activities. This class will be followed by an appropriate cool down and stretches.

f. Yoga/Pilates Class will comprise of mind focusing warm up, followed by Yoga and/or Pilate exercises to strengthen core muscles, mobilize spine, lengthen, and strengthen the skeletal muscles to improve posture. In the event of unavailable qualified Yoga/Pilates stretching, the use various forms of fitness, sports, and physiotherapy stretches that are suitable for the class attendees is acceptable.

g. Zumba Class will comprise of a suitable warm up to prepare the body for the main

Zumba flavor and international zest workout to follow. Zumba class will offer tantalizing and dynamic moves that involve interval training with fast and slow rhythms. The class must incorporate muscular resistance training designed to help improve Air Force push-up and sit-up testing. This may be offered after a cool down as a muscular strength, endurance section.

1.1.2 Class duration should be per advertised time and will not exceed five (5) minutes of advertised times.

1.1.3 The contractor may be asked to cover additional non-core classes. There will be no consequences upon contract if the contractor is unable to provide a fitness instructor for non-core classes.

1.1.4 If the contractor is unable to instruct a scheduled class, the contractor will notify the fitness center staff as far in advance as possible by phone. The phone call should be followed by e-mail contact to ensure notification is received. If the contractor is unable to provide an instructor for a required scheduled class, the contractor can seek approval from fitness program director to offer alternative class. Repeated failures to perform to the terms identified can and will lead to administrative documentation.

2. Performance Requirement Summary (PRS)

Performance Objectives/Statements

PWS

Para.

Reference

Performance Thresholds/AQLs

a. The contractor shall provide suitably certified instructors for all core classes and provide a monthly schedule of instructors.

b. The contractor shall provide quarterly evaluations on all active Instructors.

Deliverables:

Monthly Schedule Evaluation Sheets

1.1.

1.1.

a. The instructor arrives a minimum of 15 minutes prior to each class and teach in a safe and effective manner. A monthly schedule is to be provided at least two (2) business days prior to 1st of month.

AQL: No more than two (2) minor or (1) major discrepancies per quarter.

b. Evaluation sheets are provided at the end of each Quarter.

AQL: No more than one (1) minor discrepancy per quarter

a. The contractor shall provide a copy of current Liability Insurance, Fitness Certifications, CPR & First Aid documents for company and all Instructors prior to being scheduled to provide class/service.

5.

a. Maintain accurate records.

AQL: No more than one (1) minor discrepancy per quarter. No discrepancy for newly appointed instructor.

At no point will an instructor teach without holding all required qualifications

a. The Contractor will ensure sanitation and return of all equipment to correct and safe storage.

b. The contractor shall document all support equipment discrepancies to the Fitness Director.

3.

a. The instructor ensures all contractor used equipment is wiped over with provided sanitizing solution and safe storage is conducted.

AQL: No more than one (1) minor discrepancy per quarter.

b. The instructor identifies discrepancies and informs Fitness Director/Center NLT conclusion of class for corrective actions.

AQL: Failure to report a discrepancy or corrective action not to occur more than once per quarter.

3. Government Furnished Equipment: The RAF Lakenheath Fitness Center will provide facility space, audio equipment, and a range of fitness equipment in order to conduct the scheduled classes.

3.1 The contractor may use the (Government provided) audio equipment in a manner, which will not cause harm to the equipment or the patrons. After completion of classes, instructors will ensure that all equipment is disconnected from the power source and secured. Misuse of equipment provided could result in contractor replacing equipment.

3.1.1 The contractor will leave all Government furnished equipment in a clean, tidy, safe and secure state, or as provided. All equipment utilized will be cleaned, checked, and returned to the designated storage area. Any damage to equipment will be reported immediately to Fitness Center staff and notification given to the Fitness Program Director.

3.2 Contractor-Property and Services: Instructors must arrive 15 minutes prior to class start time to ensure the exercise area is free of potential safety hazards and prepare for class.

3.2.1 Instructors shall provide suitable music for classes. The music shall be free from profanity and sexual/racial derogatory content, as to ensure suitable for playing in a public area.

3.2.2 Instructors are expected to abide by and assist enforcement of fitness center policies training to the fitness classes (such as youth policy, correct attire, etc.). Said policies will be provided by the Fitness Program Director and are located at front desk.

3.2.3 The instructor must follow correct procedures for any injury, to include the following:

immediate treatment, contact emergency services, after care advice within the perimeters of their certifications held, notify the fitness center staff immediately of any injuries that occur, also document the incident in the “emergency book” (located at the front counter).

4. General Information

Hours of Operation: The contractor shall perform the services required under this contract during the following hours: Mondays – Thursdays from 0500-2100 & Fridays from 0500- 1800.

4.1 The contractor will provide the fitness instructors services per the agreed schedule (see section 1.1). *Please note: the fitness center will provide detailed times.

4.1.1 Federal Holidays: The contractor will not be required to work the following United States (US) federal holidays: New Years’ Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

4.1.2 Down days & Family days. The contractor will not be required to work on down days or Family days. The Contracting Officer Representative (COR) will provide notice of dates upon base notification.

4.1.3. Performance of Services during Crises Declared by the National Command Authority or Overseas Combatant Commander: The contractor will not be required to work.

5. Contractor Personnel

5.1 The contractor will coordinate with the fitness center’s Fitness Program Director, who establishes the minimum standards, to include the following:

5.1.1 Provide a copy of current fitness certification for all instructors prior to being scheduled and instructing class. The contractor must be certified to conduct the appropriate fitness classes. Certification(s) from following US or equivalent European organizations will be accepted.

AAAI/ISMA (American Aerobic Association International/International Sports Medicine Association) AAPTE (Academy of Applied Personal Training Education) ACE (American Council on Exercise ACSM (American College of Sports Medicine) AFAA (Aerobics and Fitness Association of America) AFPA (American Fitness Professionals and Associates) CI (The Cooper Institute) IART (International Association of Resistance Trainers) IPTA (International Personal Trainer Academy) ISFTA (International Sports & Fitness trainers Association) ISSA (International Sports Sciences Association) Les Mills International NAFC (National Association for Fitness Certification) NAFTA (National Aerobics & Fitness Trainers Association) NASM (National Academy of Sports Medicine) NCCPT (National Council for Certified Personal Trainers) NCSF (National Council on Strength and Fitness) NESTA (National Exercise and Sports Trainers Association) NETA (National Exercise Trainers Association) NFPT (National Federation of Professional Trainers) NSCA (National Strength and Conditioning Association) PFIT (Professional Fitness Instructor Training) PMA (Pilates Method Alliance) USCI (US Career Institute) WITS (World Instructor Training Schools) YMCA Or the equivalent

5.1.2 The contractor shall provide a copy of current Cardiopulmonary Resuscitation & Automated External Defibrillator (CPR/AED) and First Aid certificates for all instructors prior to being scheduled. The contractor must be certified by American Red Cross, American Heart Association, or equivalent approved organization in CPR techniques, duties, and responsibilities.

5.1.3 Liability Insurance documentation(s) must be provided to, and verified with both the Contracting Office and Fitness Program Director prior to conducting any class at the RAF Lakenheath Fitness and Sports Center. Renewal documentation will again be submitted in the same fashion prior to expiration of certification. It is the contractor’s responsibility to ensure certification/insurance renewal/update is maintained, in accordance with the respective association guidelines. Failure to possess or maintain current certification will result in the immediate suspension of instructor for scheduled classes until certification is renewed or obtained and the Contracting Office notified. It is the contractor’s responsibility to have and maintain Liability Insurance for the fitness classes taught. By signing the agreement, the contractor is accepting acknowledgement of personal liability.

5.1.4 The contract manager is required to provide a copy of scheduled instructors each month to the Fitness Program Director. The contractor is required to conduct quarterly instructor evaluations to the satisfaction of the Fitness Program Director who will receive all copies of evaluations. In addition the Fitness Program Director will periodically conduct instructor evaluations.

6. Performance Management

6.1 Quality Control: The Contracting Office will investigate upon five un-provided classes, if further action is applicable. Repeated failures to perform to the terms identified within this document can and will lead to administrative documentation. The discrepancies will be submitted to the Contracting Office which could lead to possible termination of contract.

6.1.1 Additional Quality Control: The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted safe commercial practices for Certified Fitness Instructors. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. At a minimum, the contractor shall develop quality control procedures that address the areas identified in page five (5), Performance Requirement Summary. However, the Government reserves the right to perform additional inspections as necessary, using the Government’s Quality Assurance Surveillance Plan (QASP) and the inspection/acceptance provisions in the clause FAR 52.212-4 Contract Terms and Conditions -- Commercial Items.

6.1.2 Government Quality Assurance: The Government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received according to the contract. The Government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor’s quality control program and receipt of complaints from base personnel. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if merited by performance. Certification documentation and Classes will be assessed, via the evaluation sheet (in part or full). Evaluation sheet will be provided to the contractor for contractor quarterly assurance use. The Government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the Government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

7. Security Clearances

7.1 The contractor shall provide a complete roster of all personnel (including contract manager and alternates) and any other information required for base access to the Fitness Program Director and COR no later than seven (7) calendar days after the date of contract award. At a minimum, the roster must include his/her name, address, telephone number, and identification number of employee. The contractor shall maintain a current listing of employees and provide updates to the Fitness Program Director within five (5) days of changes.

7.2 Contractor shall not employ persons for work on this contract if such employees are identified to contractor by the Contracting Officer as a potential threat to health, safety, security, general wellbeing, or operational mission of the installation and its population in accordance with DoDD 5500.07, Standards of Conduct.

8. Definitions

Acronym/Abbreviation Definition AF COLS Air Force Common Levels of Service AFFARS Air Force Federal Acquisition Regulation AQL Acceptable Quality level CO Contracting Officer COR Contracting Officer Representative FAR Federal Acquisition Regulation OSHA Occupational Safety and Health Administration PRS Performance Requirement Summary/SS PWS Performance Work Statement